Terms and Conditions

Business in Focus — Professional Event Photography

Version: September 17, 2026

1. Definitions and Applicability

  1. These general terms and conditions apply to all quotes, assignments, agreements, and services provided by Business in Focus.

  2. Business in Focus caters exclusively to corporate clients, including companies, organizations, institutions, and event agencies.

  3. The client is defined as the natural or legal person who commissions Business in Focus to perform services.

  4. Visual material is defined as all photographs taken by Business in Focus as part of an assignment, as well as any selections and edits made from them.

  5. Deviations from these terms and conditions are only valid if agreed upon in writing.

  6. Any general terms and conditions of the client are expressly rejected, unless Business in Focus has accepted them in writing.

2. Proposals and Formation of Agreement

  1. Quotations from Business in Focus are valid for the period specified in the quotation, unless stated otherwise.

  2. An agreement is established once:

    • the client accepts the quotation or order confirmation in writing; or

    • Business in Focus begins executing the project at the explicit request of the client.

  3. The quotation or order confirmation will outline the details relevant to that specific project, including the date, location, scope of photography, price, any additional services, and delivery.

  4. Any work falling outside the agreed scope of the project may be billed as additional work.

3. Preparation and briefing

  1. Business in Focus works from a prior briefing to ensure the photography aligns as closely as possible with the event's objective and the intended use of the images.

  2. The client shall provide all information reasonably necessary for the proper execution of the assignment in a timely manner.

  3. Where relevant, this includes:

    • program and schedule;

    • venue details;

    • key moments;

    • VIPs, speakers, or other individuals who must be specifically captured;

    • sponsors and partners;

    • intended uses of the photography;

    • any restrictions regarding photography.

  4. Business in Focus is not liable for missing moments or individuals if:

    • relevant information was not provided or was provided too late;

    • the program changes unexpectedly;

    • Business in Focus is denied reasonable access;

    • on-site conditions make capturing the moments reasonably impossible.

4. Execution of the project

  1. Business in Focus executes every assignment in accordance with professional standards and to the best of its ability.

  2. Business in Focus retains professional and creative freedom regarding timing, composition, perspective, selection, style, and post-processing.

  3. The briefing and agreed-upon objectives serve as the guiding principles.

  4. A photography assignment does not guarantee that every attendee, interaction, or moment will be captured.

  5. The client is responsible for ensuring that Business in Focus has sufficient access and freedom of movement to perform the agreed services.

5. Event photography

  1. The client is responsible for organizing the event and for fulfilling all obligations to attendees, staff, speakers, and other guests.

  2. If the nature of the event or applicable regulations require attendees to be informed about photography, the client is responsible for this communication.

  3. The client must inform Business in Focus in advance of any individuals or situations where photography is not permitted or where specific restrictions apply.

  4. Business in Focus will follow reasonable instructions regarding this, provided they are practically feasible.

  5. The client guarantees that Business in Focus is authorized to carry out the photography assignment at the agreed location.

6. Selection and Post-Processing

  1. Business in Focus determines which photos are included in the final delivery.

  2. Unselected photos, test shots, duplicates, and images rejected for technical or content reasons are not included in the delivery.

  3. RAW files and other unedited source files will not be provided unless explicitly agreed upon in writing beforehand.

  4. The delivered images are professionally selected and edited in line with the workflow and style of Business in Focus.

  5. Standard variations in color representation between screens, print, and other media do not constitute a defect.

7. Delivery

  1. Agreed delivery timelines are targets unless it is explicitly agreed in writing that a deadline is strict.

  2. When a First Selection is part of the assignment, it typically consists of approximately 10–15 ready-to-use images delivered within 1 business day after the event.

  3. The timeline and expected volume of the full delivery, including the Event Recap and any additional selections, are specified in the quotation or order confirmation. Any stated image range is an estimate and not a guarantee, unless otherwise agreed in writing.

  4. Business in Focus reserves the right to determine the method of file delivery, unless other arrangements have been made.

  5. Following delivery, the client is solely responsible for the secure storage and archiving of the delivered files.

8. Pricing and Additional Costs

  1. All prices exclude VAT unless stated otherwise.

  2. Travel, parking, venue, accommodation, and other additional expenses may be billed separately when agreed upon in advance or reasonably required for the execution of the project.

  3. Additional work is calculated based on the agreed rates or, in the absence thereof, the standard rates of Business in Focus.

9. Payment and Deposit

  1. Unless otherwise agreed in writing, Business in Focus invoices a deposit of 25% of the agreed project sum upon booking confirmation.

  2. The purpose of this deposit is to secure the date for the client, and it will be deducted from the total project sum.

  3. The deposit must be paid within 14 days of the invoice date and always prior to the start of the project, unless otherwise agreed in writing.

  4. The remaining 75% will be invoiced upon completion of the project.

  5. The final invoice has a standard payment term of 14 days, unless a different term is agreed upon in the proposal, booking confirmation, or invoice.

  6. For clients with internal procurement, purchase order, or accounts payable processes, Business in Focus may agree in writing to alternative payment terms, such as waiving the deposit or extending the payment period.

  7. In the event of late payment, Business in Focus reserves the right to charge statutory commercial interest and reasonable out-of-court collection costs as permitted by law.

  8. Business in Focus reserves the right to suspend work, post-production, or delivery as long as outstanding amounts remain unpaid.

  9. Filing a complaint does not automatically suspend the payment obligation.

10. Cancellation by the client

  1. Cancellations of confirmed bookings must be submitted in writing.

  2. Because Business in Focus reserves specific dates for bookings and may decline other opportunities as a result, the following cancellation fees apply as a percentage of the agreed project total:

    • More than 30 calendar days before the event: no cancellation fee;

    • 15 to 30 calendar days before the event: 25%;

    • 8 to 14 calendar days before the event: 50%;

    • 7 calendar days or less before the event: 100%.

  3. Any deposit already paid will be deducted from the cancellation fee due.

  4. If the cancellation fee is lower than the amount already paid, the difference will be refunded.

  5. If the cancellation fee exceeds the amount already paid, Business in Focus will invoice the remaining balance.

  6. Any external expenses or other costs already incurred specifically for the project may be charged in addition to the cancellation fee.

  7. Canceling part of a booking will be treated as a partial cancellation, to which the same terms apply on a pro-rata basis.

11. Rescheduling an event

  1. In the event of rescheduled bookings, Business in Focus will make reasonable efforts to accommodate the new date.

  2. Availability on the new date cannot be guaranteed.

  3. If Business in Focus is available, the parties may agree to reschedule the booking to the new date.

  4. Any external costs already incurred may be charged.

  5. If Business in Focus is not available on the new date, the rescheduling will be treated as a cancellation under Article 10, unless otherwise agreed in writing.

12. Copyright

  1. Copyright and all other intellectual property rights in the visual materials produced by Business in Focus remain with Business in Focus.

  2. Payment or delivery of the images does not constitute a transfer of copyright.

  3. Transfer of copyright only occurs when explicitly agreed upon in writing.

13. Client usage rights

  1. The client's usage rights take effect upon delivery of the respective images. In the event of late payment, Business in Focus may suspend further work or delivery in accordance with Article 9.

  2. Upon full payment, the client receives a broad, non-exclusive license to use the delivered images for their own corporate communications.

  3. Unless otherwise agreed, this license includes, but is not limited to:

    • own websites;

    • social media;

    • PR and public relations;

    • marketing campaigns;

    • internal communications;

    • presentations;

    • employer branding;

    • newsletters;

    • press communications;

    • printed materials;

    • communications related to the specific event.

  4. The client may share the images for these purposes with agencies, media, sponsors, partners, and other parties directly involved in communications regarding the client or the specific event.

  5. The images may not be resold independently, offered as stock photography, sublicensed to third parties for independent commercial purposes, or used for purposes not reasonably related to the client, the event, or the agreed communications, unless prior written consent is obtained from Business in Focus.

  6. Standard cropping, resizing, and technical adjustments for publication are permitted.

  7. Any editing that significantly alters the content or meaning of an image is not permitted without the consent of Business in Focus.

14. Business in Focus Portfolio and Promotional Use

  1. Business in Focus is entitled, provided such use is lawful and subject to applicable privacy and portrait rights regulations, to use a representative selection of the visual material produced during the assignment for its own portfolio and promotional purposes.

  2. This includes, but is not limited to, use on:

    • the Business in Focus website;

    • portfolios and case studies;

    • LinkedIn, Instagram, and other professional social media channels;

    • presentations;

    • pitches and proposals;

    • publications about the work of Business in Focus;

    • industry competitions and award submissions;

    • other Business in Focus marketing and promotional materials.

  3. This usage forms part of the agreement, unless the client specifies in writing prior to the start of the assignment that visual material from the assignment in question may not be used by Business in Focus for portfolio or promotional purposes, or may only be used under certain conditions.

  4. A request to fully or partially exclude portfolio or promotional use does not affect the copyright held by Business in Focus.

  5. When publishing its own work, Business in Focus will take into account the nature of the assignment, confidential information, and the reasonable interests of the client and any identifiable individuals shown

  6. Business in Focus will not publish any visual material where it is reasonably clear that publication would disclose confidential or sensitive business information.

  7. If a specific and reasonably substantiated objection is received from an identifiably depicted individual after publication, Business in Focus will assess this objection and take appropriate action where necessary.

15. Use of Name and Logo

  1. Unless otherwise agreed in writing beforehand, Business in Focus may use the client’s name and a factual description of the project to present completed work as a portfolio case study.

  2. The use of the client’s logos or other protected trademarks is permitted only as far as reasonably necessary for the presentation of the project, provided it does not create a false impression of sponsorship or endorsement.

  3. If the client wishes to keep their organization's name confidential, this must be requested in writing in advance.

16. Retention and Archiving

  1. In principle, Business in Focus retains complete project files for 12 months after delivery.

  2. After this period, complete project files may be deleted unless longer retention is necessary in a specific case, for example, due to an ongoing inquiry, dispute, or other legitimate reason.

  3. Final selected and delivered images may be retained longer for archiving, potential redelivery, and to demonstrate completed work.

  4. Business in Focus does not guarantee that files will remain available indefinitely.

  5. Clients are responsible for making their own backups of the delivered images.

  6. If files need to be redelivered after the initial delivery and are still available, Business in Focus may charge a reasonable fee for this service.

17. Complaints

  1. Complaints must be submitted in writing as soon as possible after discovery.

  2. The client shall provide Business in Focus with a reasonable opportunity to investigate the complaint and, if possible, offer a suitable solution.

  3. A subjective difference in taste regarding photography, selection, or post-processing does not constitute a defect, provided the work has been executed in accordance with the agreed brief and professional standards.

18. Liability

  1. Business in Focus is solely liable for direct damage resulting directly from an attributable failure to perform the contract.

  2. To the extent permitted by law, liability for indirect damage is excluded, including consequential damage, lost profits, lost revenue, reputational damage, and lost business opportunities.

  3. The total liability of Business in Focus is, to the extent permitted by law, limited to the agreed contract value excluding VAT, or the amount paid out by the liability insurance in the relevant case if that is higher.

  4. Business in Focus is not liable for loss of or damage to files due to circumstances beyond its reasonable control, provided that appropriate professional precautions have been taken.

  5. The limitations in this article do not apply when liability cannot be excluded or limited by law.

19. Force Majeure and Photographer Unavailability

  1. Business in Focus is not liable for any failure to perform due to circumstances reasonably beyond its control.

  2. These may include, but are not limited to, serious illness or accident, death or urgent family circumstances, extreme weather conditions, government measures, strikes, major transportation disruptions, prolonged power, network or technical failures, and any other circumstances making performance reasonably impossible.

  3. In the event of unexpected photographer unavailability, Business in Focus will make reasonable efforts, in consultation with the client, to find a suitable solution or a replacement photographer.

  4. If performance is definitively impossible and no suitable replacement can be arranged, any fees paid for unperformed services will be refunded.

  5. Business in Focus is not liable for any further damages, except as otherwise required by law.

20. Confidentiality

  1. Business in Focus treats all confidential information obtained in the context of an assignment as strictly confidential.

  2. This information will not be used for any purpose other than what is reasonably necessary for the assignment, unless the information is public or disclosure is required by law.

  3. Article 14 regarding portfolio use does not grant Business in Focus the right to disclose confidential business information.

21. Third parties and venues

  1. If photography permission, accreditation, entry, or other access from a venue owner or third party is required, the client is responsible for arranging this in a timely manner, unless otherwise agreed.

  2. Any costs charged by third parties or venues may be passed on to the client if they are necessary for the execution of the assignment.

22. Applicable Law and Dispute Resolution

  1. All agreements with Business in Focus are governed by Dutch law.

  2. The parties will first endeavor to resolve any dispute mutually.

  3. If they are unable to reach a resolution, the dispute will be submitted to the competent court under Dutch law.

23. Amendments to Terms and Conditions

  1. Business in Focus reserves the right to amend these terms and conditions.

  2. The applicable version of these terms is the one provided to the client before or at the time of entering into the agreement.

  3. In the event of any conflict between these terms and conditions and a specific written agreement in a proposal or order confirmation, the specific agreement shall prevail.